Project Coordinator, Excel Search and Advisory

Excel Sports Management is an industry-leading sports agency representing top-tier talent, blue-chip brands and marquee properties. Our success is rooted in our people, our high character reputation and our commitment to creating a diverse and welcoming workplace. We focus on team chemistry, collaboration, strong relationships, valuable networks, and ambitious ideas to deliver innovative solutions that keep our clients and agency ahead of the curve.

 

Excel Sports Management is an Equal Opportunity Employer (EOE).

EXCEL SEARCH & ADVISORY is the world’s largest and leading retained executive search firm wholly dedicated to sports, media, and entertainment. Our Consultants have completed more than 1,500+ Executive Searches over their careers for teams, governing bodies, associations, ownership groups, media and entertainment businesses, and major consumer brands.

Position Summary: Excel Search & Advisory is seeking a highly organized, detail-oriented, and efficient Project Coordinator to provide comprehensive administrative and project support across the firm’s Business Development and Executive Search operations. This position focuses on document preparation, report generation, sales enablement, recruiting operations, marketing, and material editing, ensuring all client-facing deliverables are polished, accurate, and produced efficiently. They will also be responsible for supporting the day-to-day needs of the office. The ideal candidate thrives in a fast-paced environment, takes pride in precision and organization, and brings a proactive, service-oriented approach to both administrative and operational responsibilities. While this role contributes meaningfully to strategic projects, it is first and foremost an execution-and support-focused position. The right candidate will be comfortable managing both high-level reporting and day-to-day logistical and office-related tasks that keep the team running smoothly. This role will be based in our Dallas office.

 

Essential Duties and Responsibilities:

Administrative & Operational Support

• Prepare, format, and edit a wide range of materials, including client reports, candidate documents, proposals, and presentations within Word, Excel, and PowerPoint.
• Provide calendar support for Partners and/or Senior Associates.
• Coordinate internal and client-facing meetings, including scheduling, preparing agendas, and distributing follow-up summaries.
• Ensure all deliverables are accurate, well-designed, and aligned with brand standards.
• Handle essential office and logistical support tasks such as:
• Ordering supplies
• Booking restaurant and meeting room reservations
• Coordinating shipping or FedEx drop-offs
• Supporting occasional office organization tasks and handling facility needs

Recruiting Operations

• Own operations of the organization’s ATS as well as all organized filing systems.
• Manage timelines for client deliverables and ensure quick turnaround of materials.
• Ensure all client deliverable templates are created, organized, and delivered consistently across all searches.
• Support research initiatives by gathering background information on prospective clients, industry trends, and potential partnership opportunities.
• Complete industry mapping projects to support recruiting efforts.
• Monitoring recruiter utilization and assisting with recruiter assignments for new searches
• Assist in compiling candidate slates, search reports, and other materials used in client updates and presentations.
• Monitor and maintain the global search utilization report. Work with the ESA finance liaison to ensure invoices are sent on time.

Sales Enablement

• Assist in the planning and execution of owned and operated ESA/ESM events (HR Summit, CEO Summit, and Executive dinners, etc.).
• Manage all invitations for broader ESM events where ESA is participating.
• Partner with senior leadership on ongoing sales efforts and client outreach.
• Support CRM and pipeline management, tracking leads and project status updates.
• Prepare sales campaigns per Partner’s request.
• Assist in the ideation and planning of all new ESA/ESM events.
• Manage all gifting for prospective and current clients.

Marketing Support

• Manage and assist in the ideation of social campaigns, in collaboration with ESM’s communication team.
• Work with Excel’s Creative team in the preparation of pitch decks, ensuring branding and material are aligned with the unique s